Advertisement date: 20/12/2024
Requested Position and Duty Station: Finance and Admin Officer Adamawa
Start and End Date: February 2025 to December 2025
Number of vacancies: 1
The strategy of dissemination: Online publication
Project BMZ
Type of contract: Fixed-term – Full time
Qualification required Minimum academic qualification of BSc in Finance and Investment, Accounting, Business Administration, or related courses.
Reason for recruitment Replacement for resigning staff member
Main Responsibilities:
• Ensure total compliance with Malteser International policies, donor regulations, and national law in all finance, administration processes.
• The Finance and Admin Officer will oversee the operations and finances of the state office.
• Oversee proper running and maintenance of the Field base and report any deterioration in the condition of the field base in a timely manner to the Programme Administrator.
• Ensure that all staff residing in the base are properly accommodated, and guests are also provided with adequate accommodation.
Field base staff
• Manage cooks, cleaners, and guards to ensure the essential activities of the base are effectively carried out on a daily basis and the standard of work and discipline is of a high standard, including keeping an attendance register and ensuring that hygiene practices in food preparation and drinking water storage are of a high standard.
• Recruit daily laborer in response to absence of any of the above staff members in close collaboration with the HR in Maiduguri.
• Contribute to the development of systems and approaches that improve field staff compliance to agreed work practices, and monitoring of those work practices.
• Report any complaints (internal and from the community) or any incidents of unacceptable work etc.… to the Area Coordinator.
Cash Float / Vouchers
• Carry out monthly estimated cost for field base expense (NFI, labor charges, transportation charges) and calculation of minor renovation cost.
• Safely keep and account for money to be used for the management of the base.
• Hand in all vouchers and related supporting documents to the Finance department in Maiduguri monthly.
Contribution to Project activities
• Collaborate closely with WASH and Protection Officers to ensure that construction works are carried out according to agreed specifications.
• Upon request by the AC, represent Malteser International in meetings with local communities or the authorities.
• Ensure that your representation is always highly professional, and relationships with all stakeholders are enhanced and developed.
• Maintain rigorous operations in the field office, communicating regularly with the Maiduguri office to assure smooth operations.
• Process supplier invoices.
• Maintain financial files and records.
• Submit staff time sheets for payroll processing.
• Prepare fund requests for Malteser International Yola office running costs and service providers in a timely manner.
• Review all staff activity and travel expenditure requests and advance retirements for processing.
• Prepare and submit monthly financial report and documents to the country office.
• Ensure value for money, transparency, and compliance in all expenditure and ensure that records are properly filed.
• Identify and immediately report all concerns about financial or operational mismanagement/non-compliance by staff, partners, or any other associates.
• Support project managers in preparing partner budgets and fund requests and in general grant management.
• Actively participate in monthly budget monitoring meetings.
• Support in Project audits, Internal audits, and statutory audits
• Cash Request; Assist in the collation of financial needs for the office every month.
• Budget follow up meeting; Review funding allocations to enable proper guidance to programs and proper coding.
• Ensure scrutiny of the entire vouchers for accuracy and receipt of goods before processing for payment
• Ensure all transactions follow MI accounting policy, donor restriction and generally accepted accounting principles.
• Reconciliation of Cashbooks and Bank account balances.
• Prepare monthly Cash Control Protocols (CCP’s) and Bank Statements (BSM).
• Timely remittance of staff PAYE Tax and other deductions.
• Processing Online transfers to vendors, daily workers, beneficiaries, and staff
• Ensure proper documentation and filing of all financial documents.
• Collects credit tax receipts from FIRS.
• Report to the supervisor all difficulties and relevant information, as well as all relevant issues concerning success of the program in a timely manner.
• Collaboration with the country HR on submission of monthly timesheets and payroll of all base staff
• Keep and maintain the petty cash boxes and complying the rules and regulations of Malteser International and its donors.
• Assist in booking all expenditures into the Malteser International Finance booking system.
Partner Support:
• Be the financial focal person for partners in Adamawa
• Thoroughly review all partner financial reports and ensure collaboration with focal persons for coherence between workplan and expenses reported.
• Collect administrative documents from NCWS and upload on Dropbox.
• Provide support to project partners in terms of financial report and forecasting, establishing of Cash Requests, tax filing and bank relations, implementation of tools and procedures etc.
• Support in setting up office procedures and implementation.
• Compile monthly partner field allowances and submit to HR for processing.
• Conduct spot-checks of activities and partner offices to review compliance and value for money.
Human Resources:
• Coordinate with admins department and liaison with administration department on a daily base and specifically with human resources issues of the Field Office and report issues to administration on a timely basis.
• Report to the supervisor all difficulties and relevant information, as well as all relevant issues concerning safety, security, IT and Supplies and HR issues on a timely manner.
Qualification:
• Minimum academic qualification of BSc in Accounting, Finance, Economics, or Business Administration; professional certification in ANAN, ICAN, CIPM or related is an advantage
• A minimum of 4 years’ work experience in Finance or a similar role with some familiarity with standard accounting practices; experience with an international NGO
• Experience using MS Office packages, in particular Excel and Word
• Excellent organizational, administrative and time management skills with great attention to details
• Proactive, solutions-oriented and results-oriented
• Teamwork and excellent presentational skills
• Candidates who currently reside in Yola will be highly prioritized
Mode of application:
If you are interested in this position, please apply online at our job portal until Friday, 3rd January 2025.
Link: https://jobs.malteser-international.org/de/job-offer-list/job-detail/Finance-and-Admin-Officer-National-Position-633.html?lang=en
N.B Your cover letter and resume should be saved as one PDF document.
Suitable candidates may be contacted before the application deadline.
